POSITION SUMMARY:

As a part of the district council team, the Associate serves as a liaison among ULI headquarters, district council staff, ULI Toronto members, and ULI Toronto Sponsor firms. Often the first point of contact for the organization, it is imperative that the Associate be courteous and professional. Strong candidates for this position will be highly organized, detail-oriented, obsessed with accuracy, effective multitaskers, and able to work independently in a fast-paced environment.

This is a short-term position for backfilling an employee on maternity leave.

SPECIFIC RESPONSIBILITIES:

The Associate supports the Executive Director and district council staff in district council operations, including office management, administrative support, event execution, meetings, finances, and sponsorship.

ULI is seeking an individual with an interest in land use development issues who can support our ULI team in the day-to-day activities of the district council.

Finance

• Manages accounts receivable and accounts payable for the district council office.
• Works closely with the remote ULI finance team to ensure timely payment of monthly bills, vendor invoices, and reimbursements.
• Works with the Executive Director to approve all expenses and submits to ULI National.
• Invoices and tracks sponsorship payments.
• Works closely with the Executive Director and Treasurer to monitor financial performance and resolve accounting issues.
• Assists in annual budget development and reconciliation.
• Produces contracts for vendors and contractors.

Sponsorship

• Works closely with the Director to execute the annual sponsorship campaign.
• Mail-merges and mails out sponsorship materials to prospective sponsors.
• Invoices and tracks payment of pledged sponsorship.
• Manages and tracks sponsor benefits: complimentary memberships and event passes.
• Coordinates logistics for the annual sponsor.
• Produces reports for the Director and Sponsorship Committee as needed.

Administrative Support 

• Works closely with the district council team to ensure smooth operations of the council.
• Assists with the scheduling of meetings for the Executive Director and for specific programs, subcommittees, roundtables, and other critical meetings and events.
• Manages and responds to phone/email inquiries from main phone line and inbox.
• Assists in event planning/webinars: registering guests, managing logistics and breakout rooms, in addition to preparing badges.
• Supports the district council team in assignments carried out between meetings.
• Works with customer service department to answer member inquires and update profiles.
• Uses reporting system to produce reports for the Executive Director and other staff.
• Maintains an adequate inventory of ULI district council materials.
• Manages office and orders office supplies.
• Couriers, errands, and other duties as assigned.

EXPERIENCE:

• 1- 3 years of related administrative assistant experience, preferably in a mission-driven nonprofit, professional services, or real estate/land use setting.
• Scheduling experience and ability to schedule multiple meetings with calendar invites.
• Professional oral and written communication skills.
• Highly developed interpersonal skills to work with senior executives in the industry.
• Strong organizational and time management skills that allow the Associate to multitask, pay attention to detail, and work independently and productively with responsible follow-through.
• Meticulous attention to detail.
• Ability to initiate tasks and assume responsibility for them, and to work with minimal supervision in a high-production position.
• Proficiency in Microsoft programs including Outlook, Word, Excel, and PowerPoint.
• Familiarity with WordPress and Adobe Creative Suite is an asset.
• Ability to use basic content management systems and pull data for reports.

APPLICATION INSTRUCTIONS:

 To apply, please follow the link. Please submit a résumé and letter of interest.